Instructions for Completing:
Tribal Government Situation Report (DES FORM 209)
(After completion of verbal notification to DES)
Purpose.
The Tribal Government Situation Report (DES Form 209) is a reporting tool for emergency management officials from any of the legally constituted political subdivisions of the state (i.e.; Tribe). It is intended as a means of notifying the Montana Disaster and Emergency Services Division (State DES) of an event or occurrence, whether caused by individuals or natural phenomena, which has the potential for developing into an emergency, disaster, or incident requiring action at the state level.
The Situation Report serves the following purposes:
It is used by (Planning Section / Situation Unit) personnel in the State Emergency Coordination
Center (SECC) for posting current information on various state-wide Incident Summary
displays. When duplicated and provided to Command Staff members (in the SECC), it provides
them with basic information for use in planning for the next operational period.It provides basic
information to the Information Officer for preparation of media releases.When the information
is incorporated into a state-wide Situation Report, it provides incident information to agency
dispatch and offincident coordination centers.
Preparation.
TheSituation Report may be prepared by the Tribal emergency manager or equivalentto, or, if the local Emergency Operation Center (EOC) has been activated, by the Planning Section (Situation Unit). Information contained in the Situation Report should be reviewed by the Incident Commander, the Command Staff, and other General Staff members prior to each Planning Meeting. The Situation Report should be updated regularly (generally, twice a day), and re-submitted to State DES as appropriate.
State DES strongly encourages submission of Situation Reports (DES Form 209) on all life-threatening situations, those where real property is threatened or destroyed, any time there is high potential for significant resource damage, and for any unusual or complex incidents.
Web based DES 209 – Usernames and passwords may be obtained by contacting the Montana DES Operations Section Chief at (406) 324-4777
Distribution:
When completed, a new or updated Situation Report should be sent to Montana DES (State ECC) as soon as possible. One copy should be posted on the display board in the local ECC, and another at the local ICP (if one exists). A third copy should be retained by the Planning Section (Documentation Unit).
Situation Reports may be submitted to State DES by any of the following means (listed in order of preference):
1.)Web based DES 209 – located at
2.)Facsimile - dial (406) 324-4790(DES office) or (406) 324-4790 (SECC)
2.)Computer E-mail - sent to:
3.)Telephone - dial (406) 324-4777
Should normal telephone services be inoperable or unavailable, please utilize one of the following alternative communications systems, (1) the National Warning System (NAWAS) or, (2) the Criminal Justice Information System (CJIN). Those agencies will relay your information to Montana DES.
Requests for Assistance:
When filing a Situation Report, if there is a request for any type of assistance, please make certain that the request is clearly high-lighted (in the “Remarks” section), and is as specific as possible. Also located within this section is the technical and resource request crosswalk (TABA2.3) this can be used when calling into the SECC for resource requests.
ITEM TITLE INSTRUCTIONS (DES Form 209):
Report Headings- (Shaded portion of pages 1-3)
Jurisdiction- Enter the name of the Tribal Nation submitting the report.
Date/Time Enter the date (mm/dd/yy) and time that the report was completed
(Mandatory).
Reporting Party Enter the name and title of the individual submitting the report.
Phone Number- Enter the (voice) telephone number where the reporting party can
be reached. Indicate whether or not it is a 24-hour point of contact.
FAX Number- Enter a phone number for the nearest facsimile (FAX) machine where
State DES may send updated information to the reporting jurisdiction. If the local jurisdiction has E-mail capabilities, indicate the electronic address in the space provided.
13 August 2012
Instructions for Completing:
Tribal Government Situation Report (DES FORM 209)
(After completion of verbal notification to DES)
Narrative Section of Report - (Sections 1-5)
1. Nature of Incident(s) Provide a concise, yet comprehensive description of the events, occurrences, or incident(s) being reported (mandatory). Include as much as you know about the “who”, “what”, “where”, “when”, and “why”.
2. Current Situation- Provide an assessment (i.e., your best judgment) as to whether the problem(s) being reported are still emergent, or have things begun to stabilize? Explain. Quantify the impacts whenever possible.
3. Projected Situation - Again, based strictly on your current understanding of the circumstances surrounding the incident(s), do you expect things to get better or worse? How much better or worse? How fast?
4. Weather Enter a brief narrative description of both the current and forecasted weather conditions. Explain how weather and/or other environmental conditions may affect the incident. (This information is particularly important for weather driven or weather related events.)
5. Response Operations Describe, to the best of your ability, the nature and extent of the tribal response to these events. What resources are committed to the incident?
Quantitative Section of Report - (Sections 6 - 15)
This portion of the Situation Report is designed to capture quantitative information about the impacts of the event(s) being reported. Primarily we are interested in numbers; numbers of people affected, numbers of structures involved, acres of land damaged, etc.. It is equally important that you advise us whether the information contained in the Situation Report has been confirmed (by tribal emergency management officials), or not.
6. Tribal Declaration(s)–If a declaration has been made provide a signed copy DES along with a list of specific regions that have been affected (major and minor damages listed to the specific regions). (TAB A2.3)
7. Deaths and/or Injuries Enter the number of serious injuries or deaths which
have occurred since the last report. A cumulative total for the incident would be helpful as well. Provide specific details in “remarks” (mandatory).
8. Housing Enter the total number of housing units that are being threatened, evacuated, and/or damaged. If known, indicate whether the damages are minor or major (specify FEMA or ARC guidelines). Also, report the number of shelters opened and the number of people currently being sheltered.
9. Health and Public Utilities Enter information about the number of water & sewer systems affected, and the number of people served by each system. Enter the same information for gas, electric, and telephone systems.
10. Business and Employment Enter the total number of businesses being threatened, evacuated, and/or damaged. Again, if known, indicate whether the damages are minor or major (according to FEMA guidelines). Indicate the number of potentially affected employees for each business. Also, indicate whether essential services are being disrupted.
11. Roads and Bridges Enter the number, mileage, and location, of any roads (indicate whether private, county, state or Federally owned) and/or bridges that are currently being threatened, damaged, or closed as a result of the incident being reported. Also, specify if the damages or closures are impacting the delivery Emergency Services.
12. Debris Problems Enter any available information about current or potential health and safety concerns resulting from debris or debris removal.
13. Water Control Facilities Enter an estimate of the number of flood control, irrigation or hydroelectric facilities that are being threatened or damaged.
14. Agriculture Enter estimates of the number of structures, livestock, acres of cropland, etc. being threatened or damaged.
15. Other (Specify) Enter additional information about any “other” damages. Be specific; use the “remarks” section if needed.
16. RemarksUse page 4 of the Situation Report to provide additional comments or information. The “remarks space can be used to: (1) list additional resources not included in the report, (2) provide more specific and detailed information on the location specific problems, (3) explain any anticipated threat control problems, (4) make requests for assistance, and (5) provide information regarding anticipated release or demobilization of resources.
13 August 2012